Administrative Manager - FIFA World Cup 26™

Who We Are

On Location is a premium experience provider, offering world class hospitality, ticketing, curated guest experiences, live event production, and travel management across sports, entertainment, and fashion. From unrivaled access for corporate clients to guests looking for fully immersive experiences at marquee events, On Location is the premier and official service provider to over 150 iconic rights holders, such as the IOC (Paris 2024, Milano Cortina 2026, LA 2028), NFL, NCAA, UFC and PGA of America, and numerous musical artists and festivals. The company also owns and operates a number of unique and exclusive experiences, transforming the most dynamic live events into a lifetime of memories. On Location is a subsidiary of Endeavor, a global sports and entertainment company.

We are seeking an experienced and detail-oriented Administrative Manager to join our dynamic event production team. The Administrative Manager will be responsible for overseeing all administrative aspects of event production, providing support for the planning, coordination, and execution of events. This role involves managing schedules, liaising with clients and vendors, handling logistics, and ensuring smooth communication within the team to guarantee the success of each event.

Key Responsibilities

• Administrative Support:
• Provide comprehensive administrative support to the event production team, including scheduling meetings, preparing documents, and managing email communications.
• Maintain accurate records of event details, contracts, and other critical documentation.
• Organize and maintain filing systems, both physical and digital, ensuring that all event materials are easily accessible.
• Complete expense reports as needed.
• Event Coordination:
• Assist in the preparation of event timelines, task lists, and budgets.
• Coordinate and track the progress of various event-related tasks to ensure deadlines are met.
• Ensure smooth communication between vendors, suppliers, and event staff.
• Assist in the setup and breakdown of events, as needed.
• Vendor and Client Communication:
• Act as a point of contact between the production team, and external vendors.
• Provide updates, and resolve any issues in a timely manner.
• Manage vendor contracts and invoicing, ensuring all payments are processed promptly.
• Team Support:
• Assist in team coordination by scheduling internal meetings, preparing agendas, and taking minutes.
• Provide general administrative support to ensure that all team members have the resources they need to execute their roles effectively.
• Post-Event Reporting:
• Assist in post-event reporting, including preparing recaps, financial reports, and performance analyses.
• Other Duties:
• Ensure compliance with company policies, safety standards, and industry regulations.
  

Qualifications

• Education:
• Bachelor's degree in Business Administration, Event Management, or a related field (or equivalent work experience).
• Experience:
• 3 years of administrative or event production experience, with a proven track record of managing events from conception to completion.
• Experience in working with event production teams and vendors is a plus.
• Skills:
• Exceptional organizational and multitasking skills.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), project management software (Trello, Asana, etc.), and event management tools.
• Ability to work under pressure and manage competing deadlines.
• Attention to detail and problem-solving abilities.
• Personal Attributes:
• Ability to work independently and as part of a collaborative team.
• Flexible and adaptable to the ever-changing needs of event production.
• Strong interpersonal skills and a positive, proactive attitude.